How to Start from a Workflow Automation Template in CrmLeaf
All editions. Requires the Workflow Automation add-on and the permission to add automations.
Availability: All editions. Requires the Workflow Automation add-on and the permission to add automations.
Overview
Templates is the quickest way into Workflow Automation. A template is a finished rule, with its trigger, conditions and actions already set, that asks you only for what it cannot know, such as which team? or who approves?. Add automation opens the gallery first.
How It Works
Open Templates → Pick a card → Answer its questions → Add it, or customise it first
- Search and filter. Search by name, or filter by category: Recommended, Sales, Support, Finance, Projects & tasks, and Send to another system. Cards you already have carry an Added badge, and the ones suggested for your kind of business carry Recommended for you.
- A few templates are already waiting for you. The first time someone who may create automations opens the Automations screen, your account gets its four recommended templates added, switched off. They appear in the list with a Template badge.
- The gallery shows only what can work for you. A template is hidden, not greyed out, if your record types, your plan's limits or the actions switched on for your account would stop it from saving. Two companies can therefore see different galleries, and a template you saw last month can disappear if an action it uses is later switched off.
- Installing never overwrites anything. Using the same template again gives you a second copy. Once added, a rule is yours, and nothing about it changes if the template changes or is withdrawn.
Prerequisites
- The add-on is available and the pause banner is not showing (see Getting Started with Workflow Automation).
- The permission to add automations. The Templates tab only appears with it.
For Administrators
Step 1: Choose a template
What to do: Open the Templates tab, or choose Add automation. Search or filter by category and choose Use this on the card you want.
What to verify: A panel opens asking only the questions that template needs.
Step 2: Answer its questions
What to do: Fill in what the template asks, for example the team to notify or the address to send to.
What to verify: Every question has an answer and nothing is flagged.
Step 3: Add it, or customise first
What to do: Choose Add automation to save the rule. It is switched off unless you tick Turn on now, so you can read it before it does anything. Choose Customize first to open it in the builder with everything filled in, and change anything before saving.
What to verify: The rule appears in the Automations list. If you are at your plan's limit of active rules, Turn on now is ignored and the rule is added switched off, with a message saying so.
Expected Result
A complete rule, built from the template, is in your Automations list, switched off unless you chose to turn it on, ready to be reviewed or customised.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- A template-based rule shows a Template badge in the list. The badge is greyed if that template is no longer offered; the rule itself is unaffected.
- Some templates, such as the one that sends every new client to another system, call a webhook and need an endpoint address you control.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The gallery is empty | No actions are switched on for your account | Contact CrmLeaf support to switch on the actions you need. |
| A template you saw earlier is gone | Your plan limits, record types or the actions switched on for your account would now stop it working | Restore the record type, or ask CrmLeaf support to switch the action back on, or build the rule from scratch. |
| There is no Templates tab | You do not have the permission to add automations | Ask an administrator to grant it. |
| The rule was added but is off although you ticked Turn on now | You are at your plan's limit of active rules | Switch off or delete another rule, then turn this one on. |
Frequently Asked Questions
Why did a template disappear?
Templates are hidden when your plan limits, record types or the actions switched on for your account would stop them working.
Does changing a template change rules I already added from it?
No. Once added, a rule is yours and is not affected if the template changes or is withdrawn.
Can I add the same template twice?
Yes. Using it again gives you a second, separate copy.
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